Import Inspection Equipment
With the inspection equipment import, larger inventories can be transferred from spreadsheets or existing inspection equipment can be updated selectively. Memida guides you through four steps: upload the file, map columns, review rows, and import approved rows.
The import is especially useful when many inspection equipment items need to be transferred from a legacy list, an ERP system, or an externally maintained Excel file. Before saving, Memida checks each row and shows clear messages so invalid data does not enter the inventory unnoticed.
Fig. 1: File upload
Prepare the File
Files in CSV, XLS, XLSX, ODS, and FODS formats are supported. For workbooks, the first worksheet is read. The first filled row is used as the header row, and all following filled rows are treated as import records.
For new inspection equipment, at least the ID no., the model, and an existing cost center are required. New inspection equipment can be created as long as the remaining required information and master data rules are fulfilled.
Use descriptive column names where possible, such as "ID no.", "Model", "Cost center", "Location", or "Next inspection date". Memida automatically recognizes many common spellings.
Map Columns
After upload, Memida suggests a mapping between spreadsheet columns and import fields. You can adjust this mapping before validation. Columns that are not needed can simply remain unmapped.
Fig. 2: Review column mapping
(1) The available file columns are shown at the top. These columns come from the uploaded import file and can be assigned to an import field.
(2) On the right side of each field row, you can see the currently assigned file column. Use the X to remove the mapping, for example if Memida automatically matched a column incorrectly or if the column should not be imported.
(3) Required fields are marked with "Required". For new inspection equipment, these fields must be mapped or filled later in the import editor so the row can be imported.
For location data, Memida also supports combined values. If only one column is mapped for site or storage location and the value is separated by a comma or slash, Memida can derive the site and storage location from it.
Reviewing Import Rows
After mapping, the rows are checked. First, fast checks run, followed by the domain-specific checks. Each row receives a status and can be opened, corrected, or skipped before import.
Fig. 3: Review list
Typical checks include:
- Required fields for new inspection equipment
- Duplicate ID no. values within the file
- Existing ID no. values already in the inventory
- Valid date values
- Valid cost centers, sites, storage locations, and calibration labs
- Consistent calibration requirement, inspection interval, and next inspection date
- Valid additional fields according to their configuration
Rows with errors are not imported until they have been corrected. Rows without changes to an existing inspection equipment item can be recognized as unchanged.
Edit Rows
Use "Edit" to open an import row in an editor. There, all import fields can be adjusted directly. Changes set the row back to draft; after that, Memida automatically checks the row again.
Fig. 4: Row editor
For new inspection equipment, an existing master data record from the system can be selected at the top of the editor. This applies the manufacturer, model, and inspection equipment type from master data. New master data must be created in the system before an import.
Use the left and right arrow keys to move between import rows while the editor is open.
New Inspection Equipment and Updates
New inspection equipment is created when the import row does not contain a Memida ID or ID. If a row contains a valid ID from an export or the API, Memida updates the existing inspection equipment item.
For updates, ID no., manufacturer, model, and inspection equipment type remain locked. These fields are part of the identifying master data of the inspection equipment item and are not changed during an update import. Editable fields such as serial number, cost center, location, next inspection date, calibration lab, and additional fields can be updated.
Site and Storage Location
Site and storage location are checked together. A storage location always belongs to a site. If the site is changed while editing and the previous storage location no longer matches that site, the storage location is discarded.
If a storage location is provided but no site exists, Memida reports an error. If a site or storage location is missing from the system, Memida can show, depending on permissions, that a new master data record would be created.
Calibration Requirement and Inspection Interval
Memida treats inspection requirement, calibration requirement, and inspection interval deliberately strictly because due dates are calculated from them.
If "Calibration required" is left empty but a next inspection date or inspection interval is provided, Memida sets the calibration requirement for this row to "Yes". A set interval means, from a domain perspective, that the inspection equipment item should be inspected on a recurring basis.
If "Calibration required" is explicitly set to "No", no complete inspection interval may be set. A standalone unit such as "months" without a number is ignored for inspection equipment that does not require calibration and does not create an error. An actual numeric value, for example "12", remains a domain contradiction and must be corrected.
For new inspection equipment that requires calibration, Memida defaults to 12 months if no interval is provided. If no delivery date is provided, the backend sets a delivery date during creation so the next inspection date can be calculated reliably.
Complete the Import
Only rows that were successfully checked are imported. During import, Memida shows the progress. If individual rows fail while saving, the errors remain visible on the affected row and can be edited afterwards.
After the import, newly created and updated inspection equipment items are visible in the inspection equipment list. Changes to existing inspection equipment are documented in the inspection equipment history.